Review expenses

Show images

You can review expenses in the Soldo web app or on-the-go with the Soldo mobile app. In this guide, you'll discover how to access expense review to track your own submitted expenses or approve expense for others.

Tip: If you are familiar with the previous version of Expense review, click here to see what's changed.

We'll cover 3 main scenarios:

• Super admins who need to review expenses and get oversight on all expenses across the company.
• Managers or leaders who need to review expenses for their team.
• Employees who need to keep track of their submitted expenses.

Review expenses a a Super admin

1. Log in to the web app.
2. Navigate to the expense review section by selecting Expense review from the left side menu.
   
   As a Super admin, you'll see 3 main tabs:
   • My expenses - you'll see your own expenses and be able to check the review status for each one.
   • Review - you'll see the expenses you're required to review. By default, only expenses that need to be reviewed now will be displayed.
   • All - you'll be able to oversee the review process of all expenses in the company even if you're not specifically included in the review process.
     
     
3. To begin reviewing expenses, select the Review tab.
   You'll see all expenses that need to be reviewed now. You can apply additional filters to view expenses by a specific date or to view all expenses where you are part of the review process.
4. Select the user from the list to view their expenses.
   Tip: The coloured bars give you a quick glance at the current status of the expenses for each user so you'll easily see if expenses are missing required details or ready to review.
5. Select the expense that you want to review.
   
6. Review the expense details and any attachments, then make your decision by selecting Approve or Deny.
   Tip: You can request more information before making your decision by selecting Request info. You can then enter a personalised message that will be sent directly to the user.

Review expenses in bulk as a Super admin

You can review each expense individually as described in the guide above or you can make bulk decisions for a selection of expenses. Here's how:

1. Select the user from the list to view their expenses.
2. Select the checkbox next to each expense you want to review.
   
3. You can then Approve, Deny or Request info for all of the selected expenses.
   

Review expenses as a manager

As a manager or leader, you can use the expense review feature in the web and mobile apps to review expenses assigned to you.

Here's how you can do it in the web app:

1. Log in.
2. Switch to your correct role.
   Note: For a step-by-step guide on switching roles in the web and mobile apps, you can refer to this article: How do I switch roles in the web and mobile app?
3. Select Expense review from the left-side menu.
   As a Manager, you'll see 2 tabs:
   
   
   • My expenses - you'll see your own expenses and be able to check the review status for each one.
   • Review - you'll see the expenses you're required to review. By default, only expenses that need to be reviewed now will be displayed.
     
     
4. Select the Review tab.
   
5. Select the user from the list to view their expenses.
   Tip: The coloured bars give you a quick glance at the current status of the expenses for each user so you'll easily see if expenses are missing required details or ready to review.
6. Select the expense that you want to review.
   
7. Review the expense details and any attachments, then make your decision by selecting Approve or Deny.
   Tip: You can request more information before making your decision by selecting Request info. You can then enter a personalised message that will be sent directly to the user. To find out more about requesting information, refer to this article: Request more information when reviewing expenses .

Keep track of expenses as an employee

As an employee, you can keep track of your expenses and find out where they are in the review process. This is particularly useful if you are waiting for a reimbursement for out of pocket expenses or a mileage reimbursement.

To view and track your expenses in the web app:

1. Log in.
2. From the left-side menu, select Expenses > Expense review.
   
3. You will see your expenses under the My expenses tab. You can filter your expenses by date, approval status or even apply more filters.
   
4. Select an expense from the list to view the transaction details.
   
5. If you want to see where the expense is at within the review process, select the Review process tab.
   

What's new?

Expense Review is now split into three tabs instead of months:

• My Expenses → Track your submitted expenses
• Review → See expenses you need to approve
• All → Admins can view all company expenses

This update makes expense tracking & approval faster and clearer. The update is a visual enhancement and all existing logic of Expense review remains the same. To find out more about the new visual enhancements to the tabs layout, read below.

New tabs layout

My Expenses tab

• See your submitted expenses.
• Track who is reviewing them and their status

Who can see this tab?

All Soldo users have visibility of the My Expenses tab. This means all users can easily keep track of any expenses they've submitted.

What can you see in this tab?

A list of individual transactions including out-of-pocket expenses and mileage reimbursements.

Review tab

• View only expenses assigned to you for approval.
• Default filter shows only expenses that need review now.
• Adjust filters to see past or pending reviews.

Who can see this tab?

All users can see the Review tab, but only those assigned expenses to review will see content inside it. This includes users with roles linked to expense review workflows or those specifically assigned expenses as part of the review process.

What can you see in this tab?

A list of transactions grouped by user. By default, only expenses that need to be reviewed now will be visible. You can optionally choose to see expenses that are in a review process but have not yet reached you for approval by selecting the filter: In review process.

Note: As a Super admin, you will not see all expenses to review under this tab. You'll only see expenses assigned to you.

All tab

• Get full visibility into all expenses.
• Super admins can intervene and approve/decline any transaction.

Who can see this tab?

Super admins and Admins can see this tab, giving them full visibility of all expenses, regardless of whether they are part of the review process.

What can you see in this tab?

You'll see a list of transactions grouped by user. Super admins can select a user to view their transactions and then choose individual transactions to intervene in the expense review process.

Note: As a Super admin, you can't perform bulk actions from the All tab. Bulk actions are only available to approvers in the Review tab.